Step by Step Instructions How to use the PEN Web Application

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1 How to use the PEN Web Application Last Updated: August 11, 2008

2 TABLE OF CONTENTS Step by Step Instructions Submission Logging on and sending PEN requests...3 Contact Information Screen...5 Quick Menu...5 Menu Option # 1 - Update Contact Information...6 Menu Option # 2 - Submit Pen Requests...6 Menu Option # 3 - Upload Pen Requests...11 Menu Option # 4 Review Requests...12 Menu Option # 5 - Download Files...14 Menu Option # 6 Change password...17 Menu Option # 7 Change reminder question...17 Menu Option # 8 Logoff

3 Submission Logging on and sending PEN requests 1. Homepage. Using your web browser (i.e. Internet Explorer), navigate to the PEN home page at The below page will be displayed. Use your mouse and click on the Enter PEN Web button on the left of the page. Enter PEN WEB 2. Welcome. After you click the Enter button you are brought to the PEN Team s message about the web system and any changes, enhancements or anything upcoming that may be happening. We will change this message from time to time. Once you have read the message click on the Enter button as indicated in the sample page below. 3

4 3. Logon. Now that you have selected the Enter button you are directed to the Secure PEN Web Access page and prompted for your username and password as indicated below. Your username and password have been ed to you by the PEN Team. If you have not received a username and password please and include the following: name, school code, school phone number and principal s name. 4. Password Reset. Upon your very first log-in or if your password has expired you will see the screen below and be prompted to change your password. Read the password requirements, set all fields and hit Logon. A second screen will appear asking you to reenter your password reminder question and hit Logon. NOTE - This answer will gain you access to the system if you forget your password. 4

5 Contact Information Screen Once logged on your Contact Information will be displayed: Name, , and School, along with the main menu displaying 8 different menu options. A copy of this screen is below. Please ensure your contact information is up-to-date. This page only appears when you first log onto the system or by selecting the cancel button from any of the subsequent pages/actions. On all other pages the navigation appears as it does in the Quick Menu section of this document. Your contact information will appear here Quick Menu The following menu is used throughout the application. Please use this menu to navigate the different functions and perform different tasks. 5

6 Menu Option # 1 - Update Contact Information Using this option you can change the contact information for your school. Once finished, click Save and the information is updated. To perform a different action use the Quick Menu or click Cancel and you are returned to the main menu. Please note, once the information is changed it will update the ministry system automatically. Important Note: To submit a request for more than one NEW PEN it is recommended that you produce the PEN request extract from your Student Administration system. Upload the file using menu option number 4 Upload PEN Requests in the main menu or quick menu. Menu Option # 2 - Submit Pen Requests This is a data entry screen for schools that may only require one PEN or not have a school administration system. If the information you enter is an exact match to the information in the ministry PEN system you will receive the PEN back immediately in your browser window. If there is no exact match with the ministry than you will add the record to a batch and your file will be returned at a later time. You will receive an indicating when your results are ready to be picked up online. Enter all the demographic information for the student into the appropriate fields and click the Attempt Match button. 6

7 If you are confident the student is new to the Province or first time registrant, please select the check box at the top of the form. This will send your request directly to batch. If the information you enter is not an exact match to a student currently in our system you will be prompted with a message stating that the information is not an exact match. At this point, the system gives you an opportunity to change information in case you forgot a data element or made a slight typo. If you need to make a change to the data, you can change it here. If no change is required, click the Attempt Match button again. 7

8 The system then tries to match your data to data in the ministry system again. If no match is found the following page appears: Notice the button has changed from Attempt Match to Submit to Batch. Please click Submit to Batch. If you are done you can click Review File before submit to Ministry or continue entering other student PEN requests. 8

9 Once you are ready to review your request the following screen will appear: Step by Step Instructions A list of students that were entered will display. The web application will now do a cursory check to advise if the record has any potential errors, help identify mistyped information and give the ability to delete erroneous records. From the above screen you may also sort records, show possible errors, select specific records, delete specific or all records and submit your request to the ministry. Please note: Records with errors can still be submit to the ministry for review and even if the record does not have a preliminary error the record may still conflict with a record in the PEN system and require ministry review. The review screen will need to be cleared either via submitting to the ministry or deleting your request before you can load another file. 9

10 To view the student s potential error and/or make changes to the student record, please select the students Local ID to view the more detailed data entry screen. The error message will display at the top of the screen. In the following example a Strong Start Centre entered a student who did not meet the age requirements for a Strong Start Centre. If you choose to select Submit to Ministry you will receive a message with a submission number: 10

11 Your files will be processed and returned to your web account for retrieval. You will receive an when your file(s) is ready for you to retrieve. Menu Option # 3 - Upload Pen Requests To upload your PEN request file, follow the same procedures as you currently perform for creating your PEN request extract from your student administration. Select option three Upload PEN Requests from the main menu. The following page displays. Click browse and navigate to the location where you saved your PEN request extract so you can select the file from your computer. The procedure would be something like the following screen shots: 11

12 Select your file and click the Open button in the dialog box. This will insert the path of your file into the web upload form allowing the application to upload your file. Once you select open, the web page displays as indicated below, notice it has copied the path of your file into the form. Now click the Submit button to submit the file for your review. The review screen as described in Menu option #2 will display. Once you are satisfied with your file you may hit Submit to ministry and you will receive a submission number if this process completed successfully, as indicated below: If your file is error free you will receive your PEN request back within minutes, please see the Download Files section of these instructions for detailed information on how to retrieve your request. Menu Option # 4 Review Requests The Review Requests option gives you the ability to review your file for potential errors before submitting to the ministry. You may also submit your file to the ministry from this screen. A list of students that were entered either through the submit or upload requests options will display. The web application will do a cursory check to advise if the record(s) has any potential errors. The display screen will help you to identify mistyped information and give you the ability to delete erroneous records. You may also sort records, show possible errors, select specific records, delete specific or all records and submit your request to the ministry. Please note: Records with errors can still be submit to the ministry for review and even if the record does not have a preliminary error the record may still conflict with a record in the PEN system and require ministry review. The review screen will need to be cleared either by submitting the request to the ministry or deleting your request before you can load another file. 12

13 To view the student s potential error and/or make changes to the student record, please select the students Local ID to view the more detailed data entry screen. The error message will display at the top of the screen. In the following example a Strong Start Centre entered a student who did not meet the age requirements for a Strong Start Centre. 13

14 Menu Option # 5 - Download Files Select option 5 Download from the main menu or quick menu. This option allows the user to obtain all PEN output from requests submitted to the ministry for review, or PEN files uploaded to the application. Once you click on this option you will see PEN files available for download. Please note: PEN files are only available for 5 days. If you miss this window, please contact the to have your files reposted. In order to upload the (.ids) file into your student administration system, you will have to save it onto your hard drive. Details below! To view the (.pdf) file you simply click on XXXXXXXX.PDF and the file should open in Adobe Reader to display your PEN activity. Details below! DMG file (Districts Only): This file reports the student demographics as contained in the Ministry PEN system. Some districts have the ability to load this file into their administration system and run a report of the differences in data between the district system and the ministry system. TXT file (PSI Only): This file provides a list of errors the ministry can not PEN without the institution providing further demographic information. 14

15 Saving your IDS File Select the IDS file that you want to save by clicking on your school code.ids, in the example above I would click on IDS. The following dialog box will appear: Select Save from this dialog. DO NOT OPEN THE FILE! Once you have clicked the Save button the following Save As dialog box will appear: Save this file to a location on your computer where you will be able to find it, preferably to a floppy disk that you have placed in your floppy disk drive. Once you have selected your location, click the Save button, at which time the file will be placed on your floppy disk or another location you have specified and the following dialog will appear: 15

16 Please select the close button, DO NOT OPEN THIS FILE! Now you can upload this file to your Student Administration System using its import function. Viewing your PDF File Select the PDF file that you want to save by clicking on your school code.pdf, in the example above I would click on PDF. The following dialog box will appear: Select the Open option from this dialog. This will open the PDF file in Adobe Reader for you to view and print. If you do not have Adobe Reader, it is a freeware application and available from 16

17 Menu Option # 6 Change password The ministry recommends passwords be changed every 90 days and are set to auto-expire. Menu Option # 7 Change reminder question The answer to this question is intended to provide you access to the system in the event you forget your password. Please choose a question to which you will remember the answer. 17

18 Menu Option # 8 Logoff 18

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